Nebraska Information Technology Commission: Meeting Minutes

NEBRASKA INFORMATION TECHNOLOGY COMMISSION

Wednesday, October 31, 2001, 1:30 p.m.
MAIN LOCATION - EXECUTIVE BUILDING - Room 103, 521 South 14th Street, Lincoln, Nebraska
KEARNEY PUBLIC LIBRARY - 2020 1st Avenue, Information Center-2nd Floor, Kearney, Nebraska
PANHANDLE LEARNING CENTER - 4502 Avenue I, High Plains Room, Scottsbluff, Nebraska
APPROVED MINUTES

MEMBERS PRESENT:
Dave Heineman, Lieutenant Governor, Chair
Greg Adams, Mayor, City of York
L. Merill Bryan, Senior Vice President & Chief Information Officer, Union Pacific
Dr. Eric Brown, Manager, KRVN Radio (via the Kearney Public Library video conference site)
Dr. Doug Christensen, Commissioner, State Department of Education
Hod Kosman, CEO, Platte Valley Financial Services (via the Scottsbluff Panhandle Station video conference site)
Gary Kuck, CEO, Centurion International
Dr. L. Dennis Smith, President, University of Nebraska

CALL TO ORDER, ROLL CALL, NOTICE OF PUBLIC MEETING

Lieutenant Governor Dave Heineman called the meeting to order at 1:35 p.m. There were seven commissioners present at the time of roll call. A quorum existed to conduct official business. Lieutenant Governor Heineman stated that the meeting notice was posted to the N.I.T.C. and Public Meeting Calendar Web sites on October 15, 2001. The meeting agenda was posted the same Web sites on October 18, 2001. A revised agenda was posted to the Web sites on October 23, 2001.

APPROVAL OF JUNE 13, 2001 MINUTES

Commissioner Adams moved to approve the June 13, 2001 minutes as presented. Commissioner Bryan seconded the motion. Roll call vote: Adams-Yes, Brown-Yes, Bryan-Yes, Heineman-Abstaining, Kosman-Yes, Kuck-Yes, Smith-Abstained. Results: 5-Yes, 2-Abstaining, and 0-No. The motion was carried by majority vote.

PUBLIC COMMENT

There was no public comment.

REPORT – COMMUNITY COUNCIL (PDF 66k)
Anne Byers, Community Information Technology Manager

The Community Council has identified community and rural IT development as its highest priority. The Community Council of the N.I.T.C. collaborated with the University of Nebraska’s Technologies Across Nebraska (T.A.N.) initiative in the development of the Community Information Technology Toolkit. The toolkit offers a number of resources to help communities become Information Age communities, including a nine-question assessment to help communities determine how well they are utilizing information technology. The toolkit also contains additional resources, success stories, and answers to frequently asked questions. The toolkit is available at http://www.nitc.state.ne.us/toolkit or from http://technologiesacrossnebraska.unl.edu/.

Ms. Byers expressed thanks to those who contributed to this effort and reported that this afternoon the Governor’s office is releasing a press release announcing the toolkit. Ms. Byers entertained questions and comments from the Commissioners.

Community Council’s Priorities and Timelines (PDF 81k). Commissioners were provided a written document and brief overview.

Community Technology Fund Guidelines (PDF 121k). Ms. Byers reported that this will be the 4th funding cycle of grants, with approximately $200,000 available to grant projects.

The Community Council has identified the following priorities for the 2002 round:

Projects which use information technology to address community needs related to community and economic development, the delivery of local government and library services, and health care.
Projects which use information technology to address community needs in innovative ways or projects in which communities are initiating the use of information technology to address community needs.
Projects which will demonstrate strong collaboration within a community or region in addressing IT development.

Applicants are required to submit their applications electronically this year. If an applicant is unable to submit an electronic copy, alternative arrangements can be made. The guidelines also state that if applicants have not received confirmation that their application was received or experience unexpected server problems, fax copies can be sent as a backup.

In order to provide some additional encouragement for applicants to submit their final reports, we are proposing withholding 10% of the grant award until receipt of a satisfactory final report. Recipients will receive 60% of the grant award in the first installment and 30% of the award in the second installment.

It is anticipated that the guidelines will be released in early November 2001. By January 18, 2002, applicants must notify the N.I.T.C. of their intent to apply. Applications will be due February 15, 2002 with projects being awarded in April 2002.

Commissioner Smith moved to approve the Community Technology Fund grant guidelines. Commission Bryan seconded the motion. Roll call vote: Smith-Yes, Kuck-Yes, Kosman-Yes, Heineman-Yes, Bryan-Yes, Brown-Yes and Adams-Yes. Results: 7-Yes and 0-No. The motion was carried by unanimous vote.

REPORT – EDUCATION COUNCIL
Tom Rolfes, Education Information Technology Manager

Council Report. The Education Council has met 4 times since the NITC’s last meeting and has had presentations on the following: the Distance Education Network Completion Grant; the Midwest Higher Education Cooperative Purchase Program; the Gates Technology Leadership Grant for School Administrators; Internet 2, National Center for Information Technology in Education; and the Technologies Across Nebraska I.T. Toolkit, as well as touring the Kauffman Residential Education Center on the UNL campus. Mr. Rolfes provided an update on the activities of the Operations Work Group, and the Training Advisory Work Group. The Education Council agreed to utilize the regularly scheduled monthly meetings to conduct official business, as well as provide time for the four task groups (infrastructure, funding, needs of the learner, and leading edge technology applications) to meet in work sessions in order to develop work plans for the Council's action items.

Education Council’s Priorities and Timelines (PDF 90k). Commissioners were provided a written document and brief overview.

LB833 Distance Education Network Completion Grant (PDF 133k). The Distance Education Network Completion Grant, authorized by LB833 of the last Legislative Session, directed the Education Innovation Fund (lottery monies) to make available $3 million for the completion of K-12 distance learning facilities for those public high schools that were without that potential. The legislation established the Department of Education as Project Manager. Wayne Fisher, Internet and Distance Learning Specialist with the Department of Education Technology Center, reviewed the timelines and progress update report.

Telecommunications Training Grants Report (PDF 137k). The report provided summary of the grant awards for 2001-02 (9th cycle of this grant program). These mini-grant awards leverage an estimated $1.02 in-kind match for every $1.00 of state money.

REPORT – STATE GOVERNMENT COUNCIL
Steve Schafer, Chief Information Officer, State of Nebraska

The State Government Council has met three times as a full council and has had two work sessions since the last N.I.T.C. meeting.The State Government Council has continuously been briefed on the standards and guidelines approved by the Technical Panel. The Council has requested more involvement in the development of the standards and guidelines. Security has been addressed and a Security Forum was held on October 3rd with 20 agencies represented. A letter was also sent to all agencies, boards and commissions regarding the security and incident reporting procedures. Mr. Schafer entertained questions and comments from the Commissioners.

Commissioner Christensen arrived at 2:00 p.m.

State Government Council Priorities and Timelines (PDF 73k). Commissioners were provided a written document and brief overview.

GTCF Grant Approvals (PDF 2.3MB). Mr. Schafer explained that the grant application and review process was the same as utilized in prior funding. There is $250,000 funding available but reduced this amount by 5% in anticipation of budget reductions. With carryover from last year, a total of $347,920 was available to fund projects. Commissioners had questions on the Security Assessment project from the CIO office and the Enterprise E-Government Security Software project from IMServices. Steve Henderson, Administrator, agreed to provide a report on Phase I and to follow-up with costs for Phase II. It was suggested that University of Nebraska may have faculty who could assist in these projects.

Commissioner Bryan moved to approve the State Government Council’s recommendations for projects funding from the Government Technology Collaboration Fund. Commissioner Smith seconded the motion: Roll call vote: Heineman-Yes, Bryan-Yes, Kosman-Yes, Brown-Yes, Kuck-Yes, Adams-Yes, Smith-Yes, and Christensen-Yes. Results: 8-Yes and 0-No. The motion was carried by unanimous vote.

Revisions to Planning and Project Management Guidelines. Mr. Schafer reported that minor changes will be made to the Planning and Project Management Guidelines.

E-government Conference. The E-Government Conference will be held on November 6th at the Cornhusker Hotel in Lincoln. The Governor is moving forward with e-government efforts. Surveys have been sent to businesses to gather information regarding interactions with the state.

REPORT – TECHNICAL PANEL
Walter Weir, Chair

Technical Panel Priorities and Timelines (PDF 59k). Commissioners were provided a written document and brief overview.

Since the last N.I.T.C. meeting, the Technical Panel has done numerous project and technical reviews. Regular updates on the N.I.S. and Wireless projects have been received and the Technical Panel has approved their project plans. The five working groups have remained active and have brought two recommendations for action by the Commission.

Accessibility Standards (PDF 215k). The Technical Panel would like the N.I.T.C. to consider endorsing the Accessibility Standards presented by the Accessibility Architecture Work Group.

Commissioner Christensen moved to approve the Accessibility Standards. Commissioner Adams seconded the motion. Roll call vote: Brown-Yes, Kuck-Yes, Adams-Yes, Smith-Yes, Bryan-Yes, Kosman-Yes, Heineman-Yes, and Christensen-Yes. Results: 8-Yes and 0-No. The motion was carried by unanimous vote.

Security Procedures and Templates for Handbooks. The Technical Panel would like the N.I.T.C. to consider endorsing the Security Procedures developed by the Security Architecture Work Group as well as the handbook templates (Computer Users Security Handbook, IS Technology Staff Handbook, Security Officer Instruction Guide Handbook) with understanding that the templates can be revised per agency’s needs.

Commissioner Smith moved to endorse the Security Procedures, as well as the Security Handbook templates for agency’s use. Commissioner Christensen seconded the motion. Roll call vote: Bryan-Yes, Heineman-Yes, Brown-Yes, Kosman-Yes, Adams-Yes, Kuck-Yes, Christensen-Yes, and Smith-Yes. Results: 8-Yes and 0-No. The motion was carried by unanimous vote.

Video standards. The Education Council has requested a presentation on the video standards at their November 30th meeting. The Technical Panel will make a recommendation on these standards at the December 11th meeting for final approval by the N.I.T.C. at the January meeting.

INFORMATION TECHNOLOGY INFRASTRUCTURE FUND (PDF 89k)
Steve Schafer, Chief Information Officer

Funding of projects from this fund is dependent upon approval of project plans by the Technical Panel and the N.I.T.C.

CJIS (PDF 187k). The Technical Panel recommends that the N.I.T.C. conditionally approve the Project Plan with the condition that a revised budget, not exceeding the $250,000 annual appropriation, is to be submitted to the Technical Panel.

Commissioner Smith moved to conditionally approve the CJIS Project Plan as recommended by the Technical Panel. Commissioner Brown seconded the motion. Roll call vote: Smith-Yes, Adams-Yes, Christensen-Yes, Kuck-Yes, Brown-Yes, Heineman-Yes, Kosman-Yes, and Bryan-Yes. Results: 8-Yes and 0-No. The motion was carried by unanimous vote.

Wireless (PDF 187k). The Technical Panel recommends that the N.I.T.C. accept the Wireless Project Proposal requesting funding for the RFP process.

Commissioner Christensen moved to accept the Wireless Project Proposal requesting funding for the RFP process. Commissioner Bryan seconded the motion. Roll call vote: Kosman-Yes, Smith-Yes, Bryan-Yes, Heineman-Yes, Christensen-Yes, Brown-Yes, Kuck-Yes, and Adams-Yes. Results: 8-Yes and 0-No. The motion was carried by unanimous vote.

NIS Update (PDF 77k). The Technical Panel has been monitoring the project per the NITC’s resolution regarding 10 points. Tom Conroy and Lori McClurg entertained questions from the Commissioners regarding interfacing with UNL’s system and phasing out shadow systems.

NETCOM UPDATE
Brenda Decker, Director, Division of Communications, State of Nebraska

The purpose of the NETCOM RFP was to bid out transport services for all state government services. The RFP was released April 30th. A pre-bid meeting was held on May 18th and there were 75 persons in attendance representing 35 different companies. Bids were received on August 27th, from Alltel, AT&T, Sprint, Qwest, and WorldCom. Four were declared finalists. There were five technical reviewers and four cost analysis reviewers with K-12 and Higher Education representatives. Oral presentations began on September 10th. It was anticipated that the bid would be awarded by October 10th but the date was moved to October 19th. Major issue: every bid described a state-owned private network. On October 19, all bids were rejected, and a statement issued.

The advisory group is evaluating next steps. There is a need to meet with local exchange companies again to further explain NETCOM and its goals. Commissioners expressed the need to move aggressively and directed Ms. Decker to organize a meeting with the Nebraska Information Network and the Nebraska Telephone Association. Lieutenant Governor Heineman will also attend as well as Steve Schafer, State Chief Information Officer.

NEW BUSINESS

Nebraska Education Network. Commissioners Smith and Christensen proposed the following resolution for action by the N.I.T.C.:

“The N.I.T.C. directs the chairs of the Education, State Government Council and Technical Panel to explore the concept of a Nebraska Education Network and recommend by January 2002 a method for evaluating the feasibility of such a network. The report to the N.I.T.C. shall be in the form of a charter that includes:

Draft goals and objectives of a shared network;
Basic requirement of such a network;
Critical success factors and other issues that should be addressed;
Description of the potential relationship of the network to NETCOM;
Potential participants and other stakeholders;
Scope, outcomes and timeline for the evaluation."

Commissioner Smith moved to adopt the proposed resolution. Commissioner Christensen seconded the motion. Roll call vote: Christensen-Yes, Kosman-Yes, Heineman-Yes, Adams-Yes, Smith-Yes, Bryan-Yes, Brown-Yes, and Kuck-Yes. Results: 8-Yes and 0-No. The motion was carried by unanimous vote.

Commissioner Kosman stated that economic leaders in western Nebraska met with Governor Johanns regarding connectivity in rural Nebraska. This is a large issue and current levels of service and costs are not acceptable. The same standards used in Omaha and Lincoln should be the same for all of Nebraska. Currently, connectivity issues are impeding the panhandle of Nebraska to compete. This must be communicated to the providers and related associations.

NEXT MEETING DATE, LOCATION AND TIME

The next meeting of the NITC will be held in early January. The date will be announced. With no further business, Lieutenant Governor Heineman adjourned the meeting at 3:26 p.m.

Minutes taken by Lori Lopez Urdiales and reviewed by the Office of the CIO/NITC staff.

Meeting Minutes